How To: Bulk Prospects or Contact Reassignments

Body

Topic

Bulk Prospects or Contact Reassignments

Environment (Products involved such as e.g. hardware, software, network)

Computer, Salesforce

Resolution or Steps

Enrollment services staff, Recruiters and OneStop, are assigned a caseload of students in Salesforce. Recruiters are assigned prospects or prospective students and OneStop Navigators are assigned Contacts or students who have applied. In the event of staffing changes or changes in caseload assignments, you can reassign contacts and prospects in bulk from one user to another using the steps below. 

1. Log into Salesforce and click on setup (the Gear Icon) in the upper right-hand corner and then click on Setup.

“A Salesforce interface showing the gear‑icon menu open. The gear icon in the upper‑right corner is outlined with a red box. The dropdown menu displays four options: ‘Setup’ with a blue gear icon, which is outlined with a red box; ‘Marketing Setup’ with an orange gear icon; ‘Developer Console’; and ‘Edit Page.’”

2. Type “Mass Transfer Records” into the quick find box and click on Mass Transfer Records.

“A Salesforce Setup page showing the search term ‘Mass Transfer Records’ typed in the Quick Find box, which is outlined with a red box. Below the search bar, under the Data section, the link ‘Mass Transfer Records’ is displayed. On the right side of the screen is the Setup Home panel with the heading ‘Home’ and an illustration.”

3. If you would like to transfer contact records, click on Transfer Accounts. If you would like to transfer prospects, click on Transfer Prospects

“A Salesforce Setup page titled ‘Mass Transfer Records.’ The section ‘Mass Transfer’ lists multiple transfer tools. The link ‘Transfer Accounts’ is outlined with a red box. Other links in the list include options for transferring contacts, leads, opportunities, and custom object records.”
“A Salesforce Setup page titled ‘Mass Transfer Records.’ In the list of transfer tools under the ‘Mass Transfer’ heading, the link ‘Transfer Contacts’ is outlined with a red box. Other options in the list include Transfer Accounts, Transfer Leads, Transfer Custom Object Records, and additional transfer utilities.”

4. Type the user you wish to transfer from and the user you wish to transfer the records to. You can also click on the magnifying glass icon and type the first name and search user records. You can filter by using additional criteria if needed; otherwise, you can simply pull all contacts attached to the user. Click the Find button.

“A Salesforce page titled ‘Mass Transfer Accounts.’ Under the heading ‘Mass Transfer,’ the section ‘Transfer from’ shows a dropdown with the selected value ‘Kathy Fuller,’ outlined with a red box. Below are checkboxes for transferring records owned by the user, followed by a table labeled ‘Transfer the selected items to the following user’ with rows for Accounts, Contacts, Opportunities, Activities, and Notes, each with dropdowns. At the bottom center, a gray ‘Find’ button is outlined with a red box. A yellow notification bar across the bottom states that users can transfer up to 250 records at a time.”

5. You can select specific records by checking the checkbox on the left. You can also select all the records in the list by clicking the checkbox at the top. You will then click transfer. Note: you can only transfer 250 records at a time, so you may have to repeat this until all records have been transferred.

“A Salesforce Mass Transfer Accounts results page showing a table of accounts returned from the search. At the top left of the table, the header checkbox is outlined with a red box. Down the first column, several individual row checkboxes are also outlined with a red box. Each row displays account information including Account Name, Billing Street/Postal Code, Phone, Type, Record Source, Created By, and Last Modified By.”

Summary:

You have now successfully reassigned contacts or prospects in bulk.

Details

Details

Article ID: 141775
Created
Mon 2/28/22 3:04 PM
Modified
Mon 3/2/26 12:20 PM